The CAPS Check law is in effect as of Jan. 1, 2019.
Your agency must be registered with the CAPS Check Unit prior to requesting CAPS Checks. Once registered, each employee must complete and sign the Employee Written Authorization Form before the CAPS Check request is submitted. Download forms and request CAPS Checks below.
Please use Chrome, Firefox or Safari as your browser when registering your agency or requesting a CAPS check. Using Internet Explorer may cause errors that prevent you from completing your registration or request.
Once you receive your CAPS Check Employer ID# and are ready to request your first CAPS Check Request, click on the CAPS Check Request button. Type in your CAPS Check Employer ID# exactly as provided; do not “copy and paste” the ID from your registration email. This will take you to the login screen to get to our secure system. The first time you request a check, you will need to “Sign Up”, located on the bottom right of the login window. Enter your information and create a password. This will be your unique, secure login (your email and the password you created) whenever you need to request a CAPS check.
Important information about the CAPS Check system:
- The current CAPS Check request fee is $15.50 per person, plus online processing fees.
- The CAPS Check Unit will return results within five (5) business days.
- CAPS Checks will not be performed on the following state-observed holidays, which may cause minor delays for results: New Year's Day (Jan. 1), Martin Luther King Jr. Day (Jan. 21); Presidents' Day (Feb. 18), Memorial Day (May 27), Independence Day (July 4), Labor Day (Sept. 2), Columbus Day (Oct. 14), Veterans Day (Nov. 11), Thanksgiving Day (Nov. 28) and Christmas Day (Dec. 25).
Detailed information on CAPS Check processes and requirements is below. Click any of the following links to jump to the related section.
- Name of agency
- Agency type (based on employers listed in the statute)
- Contact information, including address, email and phone
- Agency license number (from CDPHE)
- Colorado Tax ID number
- Vendor name and contact information (if your company uses a vendor to complete background checks)
If your parent agency has multiple locations and/or types of entities associated with the parent company that uses different payment sources and/or different Human Resources units you may want to register each of those locations/entities separately. For example:
- If your company has multiple locations/entities and cannot internally separate the various budget/accounting lines from a co-mingled ACH or credit card charge, you should register separately for each of those locations/entities.
- If your company uses the same human resources unit for all hiring within the parent company AND you are billing to the same accounting code or can resolve a co-mingled ACH or credit card charge internally, you should only register one time.
- If your company has multiple locations/entities and cannot internally separate the various budget/accounting lines from a co-mingled ACH or credit card charge, you should register separately for each of those locations/entities and request CAPS checks under the separately assigned CAPS Check Employer ID.
- If your company uses the same human resources unit for all hiring within the parent company AND you are billing to the same accounting code or can resolve a co-mingled ACH or credit card charge internally, you should only register one time so you can request all CAPS checks through one transaction.
For employers who would prefer requesting a CAPS check via U.S. Postal Service First Class Mail, a downloadable, fillable PDF CAPS Check Request form is available here. No handwritten requests will be accepted. An agency check or bank warrant must be mailed with the request. Please keep in mind that several days may be added to the time it takes for a letter to arrive to the CCU via U.S. Postal Service due to the State mail delivery system, and conversely, may take several days longer for you to receive your results via U.S. Postal Service. Please note that incomplete, illegible and/or handwritten forms or forms sent without payment in full will be returned to the employer without processing and will delay CAPS check results.
The fee for the CAPS check requests will start at $15.50 per employee plus the cost of the online payment system service fees. The online payment system services fees are paid to the entity that maintains the online payment system and do not generate revenue for the CCU. The fee and associated online payment service fees may be paid online via EFT/ACH payment or credit card. A third payment option, called Gov2Go, will be available to all employers. Gov2Go allows the employer to set up an account with Gov2Go that saves the employer’s banking or credit card information. This allows you to request CAPS checks in the future, without entering banking or credit card information for each CAPS check request transaction. We anticipate this option will be live by mid-January.
The fees for an EFT/ACH payment is $1.00. The fee for a credit card payment is calculated on the transaction amount: [(Transaction Amount + $0.75) * 2.25%] + $0.75.
For example, if you request a CAPS check for 10 employees at the same time:
- EFT/ACH Payment: $15.50 * $10 = $155 Transaction Amount + $1 processing fee = $156.
- Credit Card Payment: $155 Transaction Amount + $5.00 processing fee = $160
$155 + $.75 = $155.75
$155.75 * 2.25% = $3.50
$155.75 + $3.50 = $159.25
$159.25 + $0.75 = $160.00
The employer has the option of absorbing the cost of the fee or may request reimbursement of the fee from the employee.
The CCU may raise or lower the cost of the fee with 30 days’ notice to employers. This notice will be provided by posting the change in fee and date of the change to this website.
- Agencies licensed by the Colorado Department of Public Health and Environment under Title 25 and listed below are required to request CAPS checks:
- Any licensed health facility (Section 25-1.5-103, C.R.S.), including those wholly owned and operated by any governmental unit.
- A community integrated health care service agency, as defined in Section 25-3.5-1301 (1), C.R.S.;
- More specifically, these agencies include:
- Acute Treatment Units
- Ambulatory Surgical Centers
- Assisted Living Residences
- Birth Centers
- Community Mental Health Centers
- Community Clinics
- Convalescent Centers
- End Stage Renal Disease Facilities
- HCBS Adult Day Programs
- HCBS Service Agencies
- Home Care Agencies
- Home Care Placement Agencies
- Home Health Agencies
- Hospice Agencies
- Intermediate Care Facilities for Intellectually and Developmentally Disabled
- Nursing Homes
- Residential Treatment Agencies
- Any adult day care facility (Section 25.5-6-303 (1), C.R.S.);
- A community-centered board (CCB) or a program-approved service agency (PASA) providing or contracting for services and supports pursuant to Article 10 of Title 25.5, C.R.S.;
- A Single Entry Point (SEP) agency, as described in Section 25.5-6-106, C.R.S.;
- An Area Agency on Aging (AAA), as defined in Section 26-11-201 (2), C.R.S., and any agency or provider the Area Agency on Aging contracts with to provide services;
- Colorado Department of Human Services:
- Mental Health Institute (MHI) (Article 65, Title 27, C.R.S.)
- Regional Center (RC) (Article 10.5, Title 27, C.R.S.)
- Veterans Community Living Center (VCLC) (Article 12, Title 26, C.R.S.)
A person hiring a care provider through the Consumer-Directed Attendant Support Services (CDASS) program is allowed to request a CAPS check, but is not required to do so.
Employers are required to request a CAPS check prior to hiring a new direct-care employee. However, the statute does not prohibit the employer from hiring a person before receiving the CAPS check results. Additionally, the statute does not prohibit an employer from hiring an employee who has been substantiated of mistreatment.
Please check with your attorney for further guidance on establishing policies for your agency.
The Colorado Department of Public Health and Environment (CDPHE) will verify that licensed facilities are in compliance with the CAPS check requirements through its fitness review and survey processes. If you have other questions related to CDPHE’s processes for monitoring to the CAPS check requirements, please contact CDPHE directly.